Group Conscience Topics
Trusted Servants
- Asking for Volunteers (7/00)
- Emergency Contacts (1/07)
- Establishing Common Duties (10/08)
- Establishing TS Positions (8/98)
- Finding Replacements (11/10)
- Finding Replacements (1/99)
- Minimum time as member of GROW (4/15)
- More than one volunteer (4/13)
- Non-responding TSs (10/07)
- Reducing Number of Positions (10/08)
- Relapse (7/00)
- Rotating Trusted Servants (10/08)
- Selections (7/98)
- Sobriety Requirements (4/12)
- Staggering Terms of Office - One time only (1/99)
- Training (11/10)
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Asking for Volunteers (7/00)
Decision: By consensus, agreed to post the call for trusted servants at least 3 days before the start of a business meeting to maintain a 7-day window and stay in sync with the business meeting schedule.
Emergency Contacts (1/07)
Agreed that all trusted servants will provide an emergency contact phone number to the GROW Secretary. This information will be available only to Trusted Servants, and not for general distribution.
Establishing Common Duties (10/08)
Decision: The Webkeeper will amend the website to consolidate common duties of all Trusted Servants under a separate heading and add links to the common guidelines for each trusted servant position. These common duties will be removed from position descriptions for specific Trusted Servants.
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Establishing TS Positions (8/98)
Decision: Adopted Terms of Service and Sobriety Requirements for Trusted Servants.
Finding Replacements (11/10)
Decision: No decision was reached on the proposal for handling Trusted Servants not being able to fulfill duties.
Proposal: Modify existing TS Job Descriptions to include the phrase: If it is anticipated that you will be unavailable or unable to properly and timely complete your responsibilities, notify a member of the Steering Committee so that a replacement (either temporary or permanent) can be secured.
Comments: We discussed whether we need to modify existing TS Job Descriptions to include the phrase: If it is anticipated that you will be unavailable or unable to properly and timely complete your responsibilities, notify a member of the Steering Committee so that a replacement (either temporary or permanent) can be secured. It was brought up that, again we do not need new procedures but to put in effect ones we currently have.
It appears, from our discussion, that many are in favor of modifying the TS job descriptions. I am now closing this discussion & asking for head nods yes Adding to the current "Trusted Servant Common Duties" this line:If it is anticipated that you will be unavailable or unable to properly and timely complete your responsibilities, notify the Rotating Back-up who will serve in that position and will work with the Steering Committee so that a replacement can be secured.
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Finding Replacements (1/99)
Decision: Backup Trusted Servants will step in to a vacated position and fulfill the balance of the remaining term of those Trusted Servants resigning before their commitment is up.
Trusted Servant Minimum GROW Membership Time. (4/15)
Decision: It is strongly suggested that GROW members who wish to be Trusted Servants have at least 6 months of membership in GROW, unless it is otherwise provided in the job descriptions. Webkeepers, please add this to the Trusted Servant Common Duties.
Proposal: Before volunteering for a service position, a member should be in GROW for at least 6 months. Rationale: Members need to be proficient in understanding how GROW operates.
Revised Proposal: It is strongly suggested that GROW members who wish to be Trusted Servants have at least 6 months of membership in GROW, unless it is otherwise provided in the job descriptions. If this passes, the Webkeepers will insert this into job description under Trusted Servant Common Duties.
Comments: This proposal generated some interesting questions, which we need to look at. Who will be the person or persons responsible for keeping track of how long someone has been a member? The Listkeepers? The Greeters? Both have information about when members join.
Also, perhaps we could use the term, suggested. Some suggested language is:
minimum of ___ months membership in GROW is suggested to ensure there is a good understanding of how GROW functions. When we put out a notice that a particular TS job is available, we could remind members that a minimum of ___ months of membership in GROW is suggested.... It has also been suggested that this be placed with the Common Duties of Trusted Servants on our web site. Please, let us continue discussion of how this can be implemented, during our next Segment.
Much of the discussion centered around where this should be placed and if it should be suggested or required. VOTE pending in Segment 3. We will vote on this proposal -- as follows -- during the next 4-day segment, from April 14 - 17.
Results: 15 in favor, none opposed. This item passes.
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More than one volunteer (4/13)
Decision: Regarding situations where more than one person has volunteered for a Trusted Servant position: Whether the position becomes available during or between Business Meetings, the process would still be the same: Announce the vacancy, identify the volunteer, and announce the new Trusted Servant. The Rotating Backup covers any time-sensitive positions until a replacement can be installed. The position usually goes to the first person who volunteers if they meet the requirements for the position. If a Trusted Servant needs to step aside from a position, or if the position becomes vacant in-between Business Meetings and we have more than one volunteer for it, the process well be handled by our Secretary.
Proposal: In accordance with a previous Group Conscience Decision (April 2008), if a Trusted Servant needs to step aside from a position, or if a position becomes vacant for any reason in between Business Meetings, the Steering Committee (SC) seeks out volunteers and appoints them until the next Business Meeting. If we have more than one member volunteering for a group position, it is proposed that this process be handled by our Secretary. As a member of the SC, our Secretary will submit the names of the volunteers to the SC so that a vote can be taken. Once the candidate has been selected, the Secretary will thank the volunteers for their willingness to serve, inform them of the results, and
Comments: 10 of the 27 members present agreed with this Proposal.
- 4 members responded with the following comments/questions: Is it limited to what happens when more than one person volunteers to fill an unexpectedly vacant TS position? Does the proposal assign specific duties to the Secretary when this situation arises? I can't really comment because I'm not sure what specifically is being proposed.
- Is this Proposal meant to cover only the positions taken care of by the Rotating Backup, or all the positions? Also, I suspect the Secretary will be responsible for posting such a position and calling for volunteers. The Secretary is really the person who handles all such matters, whether it's at normal elections or in between times, if I am not mistaken.
- I am thinking it would be better if it read: ".......on behalf of the Steering Committee the Secretary seeks out volunteers and presents a volunteer to the Steering Committee for confirmation and appointment until the next Business Meeting." The rest of the text seems fine to me, but we have so many people on the SC who is to actually post the position and call for volunteers? Just a little confusing to me the way it is written. Isn't this what the Rotating Back up is supposed to do?
- One member posted the following favorable comments on our practice of letting our Secretary deal with this situation: Whether the position becomes available during or between Business Meetings, the process would still be the same: Announce the vacancy, identify the volunteer, and announce the new Trusted Servant. The Rotating Backup covers any time-sensitive positions until a replacement can be installed. The position usually goes to the first person who volunteers if they meet the requirements for the position.
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Non-responding TSs (10/07)
Decision: Language regarding failure of a Trusted Servant to respond to requests will be added to all trusted servants job descriptions.
Comments: We discussed the recommended wording to be added to all Trusted Servants job descriptions regarding lack of response. The comments supported the recommended. Here are some sample comments:
- In an online group, especially, where we really do rely on our trusted servants to perform the duties that keep us running smoothly, I don't think it's too much to require.
- In a f2f situation, if a TS doesn't show up at a meeting, someone sees it and can take care of the task. Here online, we can't see if they are here or not. To carry the message effectively online, we do need to be a little more vigilant with our service commitments.
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Reducing Number of Positions (10/08)
Decision: This proposal was up for head nods/shakes and we have consensus! The following are the current positions; the webkeeper will note this as a group conscience decision and change the website after the meeting adjourns:
- Birthday listkeeper
- Business Chair
- Greeter (1)
- GSR representative
- Listkeeper
- Listkeeper Backup
- OIAA rep
- Secretary
- Sponsor listkeeper
- 12-step listkeeper
- Treasurer
- 2nd signer
- Weekly topic listkeeper
- Webkeeper
- Webkeeper backup
Proposal: Reduction in Trusted Servant postions. A complex proposal to reduce the number of trusted servants from 22 to 10 was made.
The Chair split agenda item 1 into two parts:
1a Reduction in Trusted Servant positions
1b Steering Committee changes
Reduction in Trusted Servant positions: The Chair refined the original proposal, based on the discussion.
Comments: Four responding agreed with the proposal. One member preferred that the Secretary counts votes. One member suggested eliminating one greeter position. Another member stated that she would not support eliminating the Weekly Leader Listkeeper, the Sponsor Listkeeper, the Birthday Listkeeper, and the 12 Step Listkeeper. The original proposer was willing to reconsider and add back these four, so four responders supported this position. Some comments were:
- This just feels like too drastic of a change for me. I think in terms of our AA triangle, Unity, Recovery, Service. Service is at the base of the triangle.I'm all for reducing the number of service positions in the group, but I'm with Annette on this one for the very reason that she mentioned; i.e. to get newer members involved in the group.
- This proposal seems reasonable to me, and a very good idea. It is my opinion that we could reduce the number of trusted servants. My only reason for doing this would be the trouble that we have getting people for these positions. That makes me sad as a member of AA as a whole and as a member of this group.In addition, I'd personally feel more comfortable if the Secretary counted any votes instead of the Business Chair.
- A revised proposal will be listed for comments in the next 4 day section. Much more was said. Many favored the proposal as amended.
- Some offered more insights and recommended that the OIAA Representative *not* be eliminated, "Since OIAA is our connection to the AA online community, as well as serving as the liaison, on our behalf to GSO, I would like to see us continue with an OIAA rep... some good information about online AA comes out on this list.
- One person was concerned that the members-at-large were suggested for elimination, "Why are we dumping at large and OIAA? The OIAA keeps us informed of Internet Intergroup. Historically this was a mixed deal but needed. And at large is a good check and balance. Another member answered, "My thinking is trusted servants should be trusted servants. And part of that is for each of us who is serving to be honest and aware of the group, the 12 traditions, the 12 steps, and think of the good of the group first. I've never understood the need for members at large in an AA steering committee.
- One person recommended that, if the archivists are eliminated, the webkeepers' positions should include language to preserve the group's history: "If we do in fact eliminate the Archivist, I would like to see some kind of verbiage put in the webkeeper's guidelines that documents which track our history be preserved on our Web Site."
The Chair refined the proposal, based on previous discussion, adding in the OIAA position.
- One person stated that we have no need for two greeters (and reminded the group that she'd said this before): " I have stated since this agenda item came up that I believe that only one (1) greeter is needed. We are not overwhelmed with people wanting to join this group and one greeter with either the list keeper or the backup listkeeper backing her up if necessary for days away from the computer during her term .
- Another person asked that we separate the positions from their descriptions, instead of considering them together: "While I am in agreement with the reduction in the number of TSs, I don't think we have dealt with the changes in the job descriptions of the Secretary and Chair. For that reason, I think that the item should deal only with the Reduction in the TS positions and the job descriptions should not be a part of this item. The chair asked if this is what people wanted, and at least one other person stated that she thought it made sense. Therefore, the chair will divide these two parts and add in the secretary's job description that was temporarily tabled.
- Another person pointed out that the Webkeeper backup is not on the list; it will be added for the next time period.
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Relapse (7/00)
By consensus, agreed that the relapse of a trusted servant is a matter to be handled privately by the Secretary, with support and advice from the Steering Committee as necessary. A trusted servant who relapses would be asked to resign and encouraged to return, when sober, to any open trusted servant position for which she is qualified.
Rotating Trusted Servants (10/08)
Decision: The Secratary will coordinate the rotation of Trusted Servants on the first day of the month of ach Business Meeting.
Comments: Five members responded. All agreed with the proposal in essence; some suggestions for refinement were made: to announce the upcoming openings weekly for 4-6 weeks before the business list opening.
- Have rotation occur on the 1st day of the month of the business meeting
- Make it explicit that it's the Secretary who coordinates this.
The proposal was met with consensus, but with one suggestion regarding the Business Chair's rotation: "I'm almost ready to shake my head on this one. My only question is wouldn't it be wiser of us to call for the Business Chair six months earlier then she would actually take over? This way, she could shadow the outgoing Business Chair for one meeting, prior to her taking on this task."
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Selections (7/98)
Decision: Trusted Servants positions will be filled by either volunteer or, where more than one person volunteers, nominee selected by election.
Sobriety Requirements (4/12)
Decision: We have consensus on NOT accepting the proposal to verify that volunteers for TS positions meeting the minimum sobriety requirement, and it is DECLINED.
Comments: The overwhelming response was that in AA we are on the honor system, and no attempt to "verify" or "enforce" minimum sobriety requirements should be made.
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Staggering Terms of Office - One time only (1/99)
Decision: All service commitments currently held shall be extended for a period of one month so all positions will expire during the month of a regularly scheduled business meeting. (One time only extension.)
The end of service commitment will be staggered for some positions to maintain continuity of subscribing service to our new members. (One time only.)
Training (11/10)
Decision: Current Trusted Servants are responsible for training their replacement Trusted Servants.
Proposal: Current should be TS responsible for training the replacement TS and mentoring her for the first 2 months of assuming that position.
Comments: We discussed who trains a new TS and discussed that we do have procedures that perhaps have not been followed.